Britton Deerfield School District
Administrative Guidelines


Step One

Prepare a preliminary proposal which describes in two (2) or three (3) paragraphs:



the purpose of the project (what problem is to be solved or what learning is to take place);



the desired outcomes (what will have been accomplished if the project is successful);



how the project will function (main activities that will produce the desired outcomes).

Ask key staff members to review the draft for clarity and accuracy since it will serve as the in-District "communication" while the proposal is being prepared and ultimately as the abstract for the fiscal proposal.

Submit the preliminary proposal to the Superintendent for approval prior to proceeding with creating the proposal.

Step Two - Statement of Need



Describe the need(s) the project addresses.



Describe the methods used to identify the need(s).



Document the need(s) by presenting and interpreting data that indicates the current status of the need.

Step Three - Objectives

Describe in specific terms the expected or desired changes/outcomes related to both implementing the project and affecting the status of individuals.

All objectives for which progress is expected could be performance objectives or facilitating objectives.

Performance objectives describe specific observable changes (e.g., knowledge, attitudes and abilities) in individuals as a result of the project, either during the grant period or as implemented in the future.

Facilitating objectives describe major tasks related to changes (e.g., development, implementation, evaluation of products or processes) which will facilitate achievement or realization of some aspect of a goal(s).


Elements of each type of objective include:






What change will occur

What has to be done


in persons' knowledge,


attitudes or abilities

because of experiencing

the project



Who is to change


Who is responsible



Condition, if applicable



Standard(s) -- quality


Standards -- quality


and/or quantity aspects


and/or quantity


to be demonstrated in an


aspects a process or


observable fashion


product must possess


or exhibit



Measurement means


Verification methods



Measurement date(s)


Starting and


completion dates

Step Four - Strategies/Activities and Timeline

Describe the specific activities related to accomplishing the objectives: i.e. person(s) responsible for seeing that each activity is completed; and other persons who will be involved in each activity and how they will be involved. Attach a timeline which shows the starting and completion dates of each activity.

At this point you may want also to indicate the evaluation or verification needed to determine that the objectives are met. (See attached Form 6111 F4. The form will be useful throughout the term of the grant to organize and follow the project).

Step Five - Evaluation Plan

Using the Evaluation Plan Form 6111 F3, develop a plan which will supply information needed to assess how closely the results the project actually achieves with those proposed in the grant request. The following items should be addressed in the plan for each objective or group of related objectives:



Evaluation Data/Information Needed - specify determinants of the status and/or attainment/achievement of each objective.



Purpose(s) of Information - specify usefulness and applicability of evaluation data.



Means and Source of Acquiring Information - include appropriate evaluation techniques and instrumentation: indicate who and/or what will supply the information.



Means of Analyzing and Reporting Information - indicate how the information will be analyzed and reported.



Date(s) of Information Collection - indicate date(s) on which information is to be obtained.



Person(s) Responsible for Analyzing and/or Reporting Information - identify personnel responsible for reviewing and presenting the information obtained.

Step Six - Project Personnel

Delineate all personnel who will be directly involved in project activities. Include the relationship between project staff members and other staff members; previous and/or current experiences related to the proposed project; and present availability to complete project activities.

Step Seven - Budget Worksheet

Complete the Budget Worksheet (See Form 6111 F5).

The proposed itemized budget should detail all expenditures for each activity described in Step Four.

Step Eight - Proposal Review

Review the draft proposal against each of the criteria found on Form 6111 F1.

Step Nine - Location of Funding Sources



Locate possible funding sources by identifying private foundations and/or government agencies which provide funds for the type of project being planned. The public library has reference books which list all types of foundations and the types of programs each will support. Also, there is a Foundation Center in New York which will provide assistance in linking the project to foundations. Call 1-800-424-9836.



For government agencies, contact the State Department of Education, the Federal Department of Education, or the office of Management and Budget. The latter will provide a document entitled Catalog of Domestic Assistance. Also, don't overlook local funding sources such as family or civic foundations, businesses, and industries, or individuals who would see the project as a significant program for local students.

Step Ten - Final Approval

Prior to submission, present the proposal to the Superintendent for written authorization.

Step Eleven - Submission of Proposal

Submit the requested number of copies of the proposal in an envelope or container that is strong enough to withstand rough handling in transit. Check to make sure the label is complete and accurate so the proposal is being sent to the proper person or department.

Step Twelve - Follow-Through

If the proposal is rejected by one or more of those to whom it was submitted, try to find out the reasons for the rejection to determine if the proposal needs to be revised. If it appears the proposal is still valid as is, submit it to other groups who have similar concerns. Reviewing committees differ in perspective, interests, and priorities, so don't give up after one (1) or two (2) rejections.

© Neola 2003